Minutes of Regular Meeting

September 20, 2005

Call to Order

The regular meeting of the Library Board of Trustees was called to order at 7:06 p.m. by Board Secretary, Paul Schwarz. In attendance were Trustees Timothy Connors, Hope Furth, Jeane Garment, Howard Hawkins, Timothy James, Julie Trelstad, Library Director Sandra Miranda, Assistant Library Director Patricia Thorsen, Manager of Children’s Services Rosemary Rasmussen, and Head of Internal Operations Kurt Hadeler. Absent with notice were Trustees D’Ambrosio & Oliva.

Minutes of the Regular Meeting of the Library Board of Trustees

The minutes of the regular meeting of July 19, 2005 were approved on a MOTION by Trustee Furth, seconded by Trustee Garment.

City Revenue & Expenditure Budget Reports

The Board reviewed reports as of 6/30/05. On a MOTION by Trustee Furth, seconded by Trustee Trelstad, the Board asked Library Director to communicate with Finance and request increase of general fund contribution to balance year-end revenues and expenses, and that letter be sent by Board President on behalf of the Board to the Budget Director and Finance Commissioner requesting same.

Finance Dept. - Gift Fund & Lost Books Account

Library Director Miranda reported that she has been advised by the Deputy Finance Commissioner that certain trust accounts (e.g. Gifts, Lost Books) established for the Library do not meet required criteria for this type of account and must be handled differently by next fiscal year at the latest. Trustee Furth noted it was a good time for the Library to spend down the Lost Books Fund with the opening of the new Children’s Library, and Mrs. Miranda agreed noting enough must remain in the fund for refunds to patrons who find and return lost books. Library Director Miranda reported that the Finance Department and the Library would come to an agreement on how these funds and the transition would be handled.

Capital Project - Architectural Fees

Library Director Miranda reported that the capital project for the Children’s Library includes three components, the Children’s Library construction, the cooling tower roof, and HVAC equipment. She expressed concern that DPW had recently voiced an expectation that the Foundation should pay for any architectural fees in excess of the project estimate although no prior agreement had been made to this effect. The Board discussed and agreed that Mrs. Miranda should make the Foundation Board aware of these issues and keep the Library Board apprised, should action become necessary. Mrs. Miranda further reported that given the Library Board’s approval to use Gift Fund for the Children’s Library project as needed, she agreed to allow approximately $23,000 from the Gift Fund to be used for outstanding architectual fees. She stated that she requested that any future payments be negotiated based on a close review of the quality of services provided; asked to be informed what additional charges were outstanding and how they were being computed; and suggested a capital project amendment, if necessary.

Bills 2004/05 Budget #28; Bills 2005/06 Budget #1, 2, 3, 4, 5, 6

The payment of bill vouchers #28 and # 1,2,3,4,5,6 were approved on a MOTION by Trustee Trelstad, seconded by Trustee James.

Report of Library Administration

The Board reviewed written administrative reports. Library Director Miranda noted that Libramation was the vendor chosen for the Library’s self-check system. Trustee Schwarz asked if any progress was made towards resolving the Library’s water problem, and Mrs. Miranda reported that three proposals had been received for the cooling tower roof, one of which was a favorable price, but DPW had not made a commitment to proceed with permanent solution at this time. Meantime, a pump has been installed to activate automatically if water begins to build up in the tower.

Library Director Miranda shared articles in Westchester Parent and In Town magazine on the opening of The Trove, and noted it will be featured in the October edition of Westchester Magazine and also in WAG. Mrs. Miranda reported the staff is working hard to promote the opening, with flyers given out in the schools and invitations to the Preview Party sent widely in the community. Trustee Connors thanked Mrs. Miranda and staff for a job well done in promoting the Library and events in the community.

Trustee Reports & Business:

WLS

Trustee Furth was pleased to report that Siobhan A. Reardon was hired as WLS Director. Her extensive experience at Brooklyn Public and New York Public libraries and educational background will be help her meet the challenges.

Library Director Miranda referred Board to a 9/20/05 Journal News article regarding closing of the Mt. Vernon Library for an undetermined period of time; Yonkers has been designated as interim central library.

Advocacy

No report.

Friends

No report.

Foundation

On a MOTION by Trustee Connors, seconded by Trustee James, the Board approved amendment to the Foundation recognition plan to add "The Sailaway" ship to list of naming opportunities (for donation of $35,000). Approval of amendment was endorsed by the Foundation Board at its meeting on 9/7/05. Mrs. Miranda reported that the Shinnyo-en Foundation had expressed interest in this naming and that other proposals for support have been submitted to MasterCard, St. Faith’s House, and New York Life.

She noted that State Assembly representatives Adam Bradley & Amy Paulin had expressed an intent to secure grants of $25,000 each towards The Trove. She stated her expectation that the Foundation would be able to announce at the Preview Party that it had met or even exceeded its goal. She reported that 6,500 invitations were mailed to residences and businesses and another 900 distributed to teachers. Mrs. Miranda asked for the Board’s help to sell journal ads (closing date 10/3/05), to reach out to personal contacts to attend, and to secure gifts for the treasure hunt and beverages for the party. On a MOTION by Trustee Trelstad, seconded by Trustee Hawkins, the Board approved serving of alcoholic beverages at the Preview Party on October 22, 2005.

OLD BUSINESS

NEW BUSINESS:

Meeting Room Policy Revisions

Library Director Miranda reviewed Meeting Room policy revisions with the Board, based on suggestions by the Law Department. She asked the Board to take note of the recommended increases to the meeting room charges, and Assistant Director Thorsen explained increase would bring the Library’s fees closer to what others were charging locally. On a MOTION by Trustee Connors, seconded Trustee Garment, the revised Meeting Room Policy was approved as presented.

Approval for Attendance at NYLA in Buffalo

On a MOTION by Trustee Connors, seconded by Trustee Furth, the Board approved attendance at NYLA in Buffalo for Tim Baird and Sharon Rothman with partial reimbursement of expenses up to $500.

Approval to Sign Power to Learn Agreement to reinstate Cable Drop at Library

On a MOTION by Trustee Trelstad, seconded by Trustee Garment, the Board approved signing of "Power to Learn" agreement to reinstate cable drop at Library.

Adjournment

Trustee Schwarz urged the Board to promote the Preview Party, an exciting event, in the community. There being no more business before the Board, the meeting was adjourned at 8:25 p.m. on a MOTION by Trustee Connors, seconded by Trustee James. Following the meeting, Mrs. Miranda took the Board on a tour of The Trove.

Paul Schwarz, Secretary

Library Board of Trustees